DPSS ePolicy

 To convert existing policy to new writing style only – No concept changes

Death Match

A Death Match file is generated on a monthly basis based on recorded death records in Los Angeles County that are received from the Los Angeles County Department of Registrar-Recorder/County Clerk.  The Death Match file is used by the system to match and auto-discontinue any persons receiving the following benefits:

• CalWORKs; 
• CalFresh;
• Cash Assistance Program to Immigrants (CAPI); 
• General relief (GR); 
• Refugee Cash Assistance (RCA); and 
• Medi-Cal. 

Medi-Cal Eligibility Data System (MEDS) Alerts Interface

MEDS Alerts are generated when a death is reported to MEDS by the Social Security Administration or other State entities. The MEDS Alert Interface is used by the system to identify deceased individuals and match their identities to records known to the system.  The following MEDS Alerts numbers result in an auto-discontinuance of aid for the matched individual:

• 2130 (priority); 
• 9003 (Urgent); and 
• 9004 (Priority). 

Discontinuance

The system is programmed to automatically discontinue aid for the deceased individual upon receiving a valid match through the interface from the Death Match report or MEDS Alerts.  The effective date of the discontinuance of aid is based on the specific rules for the program.

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Full Match 

The system match is based on the individual’s full name and the Date of Birth (DOB).  Only fully matched individuals will be auto-processed and removed from a case by the system.

Death Match Interface

A monthly file sent to the system of deaths that occur in Los Angeles County and are registered by the Los Angeles County Registrar-Recorder/County Clerk. 

 MEDS Alerts Interface

A monthly file is sent to the system that contains death records from MEDS.  The system is programmed to remove a deceased individual when they are matched to an individual known to an active case for the following programs:

1. CalWORKs; 
2. CalFresh; 
3. CAPI; 
4. GR; 
5. RCA; and
6. Medi-Cal. 

Note: The removal occurs when there is a full match of the person’s full name and DOB.

CalWORKs Assembly Bill (AB) 433

Effective January 1, 2016, AB 433 (Chapter 514, Statutes of 2015) requires that a deceased child not be removed from the CalWORKs Assistance Unit (AU) in the month in which his or her death occurred or the following month. AB 433 also prohibits sanctions from being applied or overpayments being established for a grieving CalWORKs participant due to failure to comply with Welfare-to-Work.

Recipient vs. Applicant Families

AB 433 only applies to recipient families that are already on aid. 

• If the only eligible child dies before the application is approved, the application would be denied because there is no eligible child.
• If one of multiple eligible children dies before the application is approved, the deceased child would not be included in the AU, but the application could be granted for the remaining eligible AU members.

Detailed information regarding AB 433 is available in Administrative Release 44-316.3 Mid-Period Reports and County Actions. 

CalWORKs Reports of Death

The system is programmed to remove the deceased AU member upon receiving a valid match through the interface from the Death Match report or MEDS Alerts.  The system will take action to discontinue CalWORKs benefits for the AU member based on Semi-Annual Reporting (SAR) or Annual Reporting/Child Only (AR/CO) rules. 

SAR Reporters

For SAR reporters, the County is not required to take any mid-period action if it is not aware of the death of the AU member. However, if the County becomes aware of the death through a participant voluntary mid-period report, then mid-period action must be taken to discontinue aid for the deceased individual.

• Adults – the deceased adult will be discontinued effective the first of the month after the voluntary report was received.
• Children – the deceased child will be discontinued effective the latter of:
  • The first of the month after one full calendar month has passed since the death occurred; or
  • The first of the month after the report of the death was received. This will ensure compliance with AB 433 policy.

AR/CO Reporters 

In contrast to SAR, household composition changes are mandatory mid-period reports under AR/CO and participants are required to report the death of an AU member within ten calendar days of the occurrence.

When the County becomes aware of the death through a participant mandatory mid-period report, action must be taken to discontinue aid for the deceased individual.

• Adults – the deceased adult will be discontinued effective the first of the month after the death was required to be reported.
• Children – the deceased child will be discontinued effective the first of the month after one full calendar month has passed since the death. This will ensure compliance with AB 433 policy.

CalWORKs Eligibility staff should establish an overpayment for month in which aid was not discontinued timely based on the following rules for SAR and AR/CO reporters.

For additional detailed information regarding mid-period reports of death, see Administrative Release 44-316.3 Mid-Period Reports and County Actions. 

CalWORKs Income Reporting Threshold (IRT)

When a deceased AU member is removed from the AU mid-period, the AU must be provided with a new IRT based on the new AU size. 

• If the AU is over their new IRT based on this change, they would have to report this to the County after they have been notified of their new IRT amount.
• If their income is expected to continue at that amount, then the case would be discontinued at the end of the month in which the income first exceeded the new IRT (generally the month after the removal of the deceased AU member).

For detailed information regarding the IRT, see Administrative Release 44-316.324 CalWORKs Income Reporting Threshold. 

Information to Potential Services

Upon receiving notification of the death of a child in the AU/household, grieving participants must be assisted in accessing services for which they may be eligible including, but not limited to:

• Information on mental health services and referrals;
• Family stabilization; and
• Housing Assistance.

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